Creating recurring AP documents

  1. Click Accounts Payable>Recurring Documents>Recurring Document Entry.
  2. Specify the vendor.
  3. Entry of a valid vendor number displays the name, address, general ledger posting table, document group, terms code and branch for this vendor. Modify these fields as needed.
  4. In the Seq # field, specify the sequence number (01-99).
    The sequence number allows you to enter up to 99 different recurring documents per vendor. For example, if there are two loans to be paid to the same bank, sequence numbers 01 and 02 are used. Each time you refer to this document, you must use the sequence number. The system will default to the sequence number 01 if only one document is entered per vendor. Entry of an already existing sequence number for this vendor displays all the information about this recurring document and proceeds to the PO field.
  5. In the PO #, specify the purchase order number (up to 12 characters). Press Enter to default to 000000 as the PO number.
  6. In the Months field, specify a string of numbers designating the periods of the calendar year to post this document to. For example, if it is a yearly document and only posts in December, and December is the company’s 12th period, enter 12. If this document is to post quarterly, enter 03060912. Press Enter to default to ALL and will display every period of the calendar year.
  7. In the Doc Amt field, specify the document amount to update the open documents file each time the document is posted (+/-9999999.99). You cannot enter a zero amount for the document amount.
  8.  In the Post Day field, specify the day the document should post in the document entry and adjustments file (01-31). This will be used to determine when to post this document and also to determine which day of the month to use for the document date. For example, if this were set to 15 and it was being posted for February, the document date would be posted as February 15. The terms code automatically determines the due date, discount amount and discount due date based on the post day (document date).
  9. In the Cutoff field, specify whether to base the cutoff (time when a document stops being a recurring payable) on a Date, Number of postings, or Amount.
  10. In the second Cutoff field, depending on the cutoff type specified, specify one of these options:
    D -Date. Specify the cutoff period (PPYY), i.e., the last period documents are to post.
    N -Number of postings. Specify the cutoff number of postings (2-99).
    A -Amount. Specify the cutoff total amount (+/-999999.99). If the next posting of the document exceeds this amount, the document will not post.
  11. (Optional) Specify a memo (up to 25 characters). This memo prints on the check stub in the comments column.
  12. In the G/L# field, specify the number of the general ledger expense account to which the payment will be distributed.
  13. (Optional) If the general ledger posting table for this vendor has preset expense accounts, press Enter to default to the first GL account number in the GL posting table. Press F2 to display all G/L numbers listed for the GL posting table assigned to this document along with the G/L number’s description. Select the line number to expense to. You can enter any account number in place of the standard numbers from the general ledger group. If the entire amount of the document is not distributed to this account, enter the next account number on line 002. This process continues until the document amount is distributed.
  14.  Specify the amount to be distributed to this general ledger account (+/- 9999999.99). You cannot enter zero for this amount. Press Enter to default to the document amount not yet distributed.
  15. Click Save.
  16. Click Cancel to end line-item entry.

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